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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Inactivation and Purge Processes
Mail Code/TIN Purge Process

Mail Code Purge Criteria

The annual purge generally runs on September 1 of each new fiscal year based on the following criteria:

If a Mail Code Was Set Up and… Then the Purge Criteria is Based on…
No payments were issued, One full fiscal year aging period using the date of the last maintenance transaction
Payments or voucher history is on file, Three full fiscal years aging period using the date of the last payment, voucher or maintenance history

Mail Code Purge Clock Examples

Mail Code Activity Examples / Comments

No payments were issued

And

No additional maintenance activity has been processed

  • Mail code was set up 07/15/12 (FY 12)
  • No payment or voucher history is on file
  • No other maintenance has processed
  • Purge clock starts Sept. 1, 2012 (FY 13)
  • Mail code will purge Sept. 1, 2013 (FY14), one full fiscal year after the fiscal year of the last maintenance activity date in FY 12

No payments were issued

But

Subsequent maintenance was processed

  • Mail code was set up 07/15/12 (FY 12)
  • Mail code change processed 11/01/12 (FY 13)
  • No payment or voucher history is on file
  • Purge clock starts Sept. 1, 2013 (FY 14)
  • Mail code will purge Sept. 1, 2014 (FY 15), one full fiscal year after the fiscal year of the last maintenance activity date of 11/01/12 (FY 13)

Last payment was issued in the past four fiscal years

And

No additional maintenance activity has been processed

  • Mail code was set up 07/15/12 (FY 12)
  • Last payment was issued 08/10/12 (FY 12)
  • No maintenance processes after last payment
  • Purge clock starts Sept. 1, 2012 (FY 13)
  • Mail code will purge Sept. 1, 2015 (FY 16), three fiscal years after the fiscal year of the last payment in FY 12

Last payment was issued in the past four fiscal years

And

There is payment or voucher history on file

But

No subsequent maintenance activity has processed

  • Mail code was set up 07/15/12 (FY 12)
  • Last payment was issued 08/08/12 (FY 12)
  • Payment cancellation processes 12/05/12 (FY 13)
  • No maintenance processes after cancellation
  • Purge clock starts Sept. 1, 2013 (FY 14)
  • Mail code will purge Sept. 1, 2016 (FY 17), three full fiscal years after the fiscal year of the last voucher history in FY 13
Last payment was issued in the past four fiscal years

And

There is payment or voucher history on file

But

Subsequent maintenance activity was processed after the last payment issue date
  • Mail code was set up 07/15/12 (FY 12)
  • Last payment was issued 11/10/12 (FY 13)
  • No additional payment or voucher history
  • Last maintenance processes 07/14/14 (FY 14)
  • Purge clock starts Sept. 1, 2014 (FY 15)
  • Mail code will purge Sept. 1, 2017 (FY 18), three full fiscal years after the fiscal year of the last maintenance in FY 14

Note: If a mail code has been purged and an online inquiry is made on the purged mail code, TINS displays the message This TIN Has Been Purged from TINS as of MM/DD/YY. The agency must submit a new mail code setup to re-establish the mail code.

Mail Code Purge Exceptions

The annual purge process excludes the following examples, but this is only a limited list of the exceptions:

  • Certain TINS maintenance transactions, such as holds or SIC code changes
  • Mail codes on transactions pending future-date processing on the USAS IT file
  • Mail codes on transactions on the USAS AE table with open encumbrances
  • State employee mail codes secured by USPS or SPRS:
    • If the employee has a PR1 and PR2 mail codes or SP1 and SP2 mail codes where one mail code is eligible to be purged but not the other, the mail code that is eligible to be purged will not purge until both mail codes are eligible to be purged.
    • PR3 or SP3 mail codes will be purged on schedule.

TIN Purge

A TIN may have multiple mail codes on file, each of which may be purged based on the mail code purge criteria. If all the mail codes for a TIN are purged, the TIN’s payee master record will automatically be purged.

To check if a mail code or TIN is still on file:

Note: If the TIN (payee master record) has been purged, TINS displays the message This TIN Has Been Purged from TINS as of MM/DD/YY. The agency must submit a new payee master and mail code setup to re-establish the payee.

Purge Exception for Assigned 7 TINs

Before the March 2014 Payee Number Conversion project, a TIN purge removed all payee master and mail code information from TINS. No information was retained for the purged payees.

Post conversion, TINS retains minimal information from the payee master record for an assigned 7 TIN that includes its associated SSN or ITIN. The original 7 TIN will forever be associated to its SSN or ITIN. When a 7 TIN has been purged and the payee must be re-established in TINS, the payee will receive the same 7 TIN that was originally associated with that payee’s SSN or ITIN.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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